Assistant City Clerk - Extended Filing Deadline

Click here to learn more about the City of Tracy and here for the job announcement.TENTATIVE RECRUITMENT SCHEDULE
Application Deadline:March 27, 2026 @ 3:00 PMTentative Oral Board Interviews (Virtual):April 16, 2026Selection Interviews:TBD

IDEAL CANDIDATEThe City of Tracy is seeking a detail-oriented, collaborative professional who is passionate about publicservice and the vital role the City Clerk’s Office plays in supporting transparent and effective localgovernment.
The ideal candidate is a highly organized leader who thrives in a dynamic municipal environment andenjoys coordinating complex processes. This individual brings experience supporting the legislativeprocess, managing public records, and administering municipal elections, ensuring election activitiesare conducted accurately, transparently, and in compliance with applicable laws and regulations.Successful candidates will be skilled at balancing multiple priorities, supervising staff, and coordinatingwith City departments, elected officials, outside agencies, and the public. They are proactive problemsolvers who can evaluate programs, recommend improvements to policies and procedures, andcontribute to both short- and long-term planning initiatives for the City Clerk’s Office.
The ideal candidate also embraces and leverages technology to modernize and streamline City Clerkoperations. Whether improving records management systems, enhancing agenda and legislativetracking processes, or implementing digital tools that increase efficiency and public access toinformation, this individual understands how technology can support transparency, compliance, andimproved service delivery.
Above all, the successful candidate demonstrates exceptional attention to detail, sound judgment, anda strong commitment to integrity, public accountability, and excellent customer service while helpingensure the smooth and efficient operation of the City Clerk’s Office.
DEFINITION
Under general direction, assist the City Clerk with planning, organizing, overseeing, coordinating, and reviewing the work of staff performing functions and activities of the City Clerk’s Office, including administration, election management, the legislative function, archiving of public records and public information, and filing officer services; coordinates assigned activities with other City departments, officials, outside agencies, and the public; fosters cooperative working relationships among City departments; recommends short and long-range planning activities; provides technical support to the City Clerk; and performs related duties, as assigned.

SUPERVISION RECEIVED AND EXERCISED
Receives general direction from assigned supervisory or management staff. Exercises direct and general supervision over assigned staff.

CLASS CHARACTERISTICS
This is a management classification responsible for assisting with planning, organizing, reviewing, and evaluatingtheday-to-dayoperationsoftheCityClerk’sOffice.Responsibilities include recommendations for developing and implementing policies and procedures for assigned programs, budget administration and reporting, and program evaluation. Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies. Performance of the work requires the use of considerable independence, initiative, and discretion within established guidelines.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Assist in the development, planning, and implementation of Department goals, objectives, policies, and procedures; establish performance standards and methods for performing administrative functions in support of the functions of the City Clerk Office.
• Plan, develop, and oversee the work of staff involved in preparing, organizing, printing, and distributing agendas for City Council and various other City committees and commissions in accordance with the Brown Act.
• Participates in the selection of staff; trains, motivates, and evaluates assigned personnel; works with employees to correct deficiencies; recommends discipline to the Assistant City Manager.
• Assist in the preparation of the City Clerk Office’s budget; assist in budget implementation; participate in the forecast of additional funds needed for staffing, equipment, materials, and supplies, administer the approved budget.
• Evaluate operations and activities of assigned functions; implement improvements and modifications.
• Coordinates City Clerk's Office activities with those of other departments and outside agencies and organizations; provides staff assistance to the City Clerk and other management staff and elected officials; prepares and presents staff reports and other necessary correspondence in support of the City Clerk’s Office.
• Assist the City Clerk with elections and other legal requirements of the City Clerk’s Office; monitor Conflict of Interest and Campaign Statements as required by local and state law; respond to questions on elections.
• Assists with oversight of the operations of the City-wide records management program, document imaging system, and records preservation and destruction; ensures legal compliance retention schedules for City records; reviews,recommendsandupdatesrecordsretentionpoliciesandprocedures;research City documents, historical information, and other information as needed; attests, indexes, and files all legislative actions.
• Serve as Clerk to the City Council as required; attend City Council and other public meetings and record all official proceedings in the absence of the City Clerk
• Assists the Public Records Coordinator; ensures compliance with the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records; ensures that all public records are open to inspection as required.
• Assists with the public hearing process for the City Council; supervises the coordination of public hearing packets and public notices of hearings in accordance with various government code requirements and legal deadlines.
• Compose, prepare, and process a variety of notices, documents, agreements, deeds, and resolutions.
• Represents the department to outside agencies and organizations; participate in outside community and professional groups and committees; answer questions and provide information to the public; investigate complaints and recommend corrective action as necessary to resolve complaints.
• Attends and participates in professional group meetings and committees; stays abreast of new trends and innovations in the field of municipal government.
• Monitors changes in laws, regulations, and technology that may affect City or departmental operations; recommends and implements policy and procedural changes as required.
• Responds to difficult and sensitive public inquiries and complaints and assists with resolutions and alternative recommendations.
• Performs other related duties as assigned.

Knowledge of:

• Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and project management.
• Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures.
• Principles and practices ofleadership.
• Principles and practices of budget development and administration.
• Principles, practices, and procedures related to public agency record keeping, municipal elections, and the City Clerk function.
• Functions, authority, responsibilities, and limitations of an elected CityCouncil.
• Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.
• Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility, including Public Records Act, the Freedom of Information Act, and the Brown Act, FPPC procedures and regulations, and election laws and procedures.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination.
• Computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation.

Ability to:

• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Provide administrative, management, and professional leadership for thedivision.
• Recommend and implement goals, objectives, and practices for providing effective and efficient services.
• Assist with budget preparation and administration; allocate limited resources in a cost-effective manner.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Coordinate municipal elections within legalguidelines.
• Assist with oversight and maintenance of the official records of the City.
• Prepare official minutes, resolutions, ordinances, clear and concise reports, correspondence, policies, procedures, and other written materials.
• Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
• Establish and maintain a variety of filing, record-keeping, and trackingsystems.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively represent the department and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
• Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Independently organize work, set priorities, meet critical deadlines, and follow-upon assignments.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
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Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to an associate degree in public or business administration or Certified Municipal Clerk (CMC) designation with one (1) or more years of work experience and three (3) years of increasingly responsible experience performing complex administrative support in a City Clerk’s office or experience working with boards and commissions, agenda preparation, records management, elections, interpretation and application of laws, codes and regulations and one (1) year of supervisory experience. A bachelor’s degree is highly desirable.

Licenses and Certifications:

• Possession of, or the ability to obtain, a valid Class C California driver’s license uponappointment.
• Possession of, or the ability to obtain, a Notary Public certification within one(1) year of appointment.
• Possession of, or the ability to obtain, a Certified Municipal Clerk certification within two(2) years of appointment.
• May be required to complete National Incident Management System (NIMS) Training.

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds with the use of proper equipment.

ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS
N/A

DISASTER SERVICE WORKER
All City of Tracy employees are, by State and Federal law, Disaster Service Workers. The roles and responsibilities for Disaster Service Workers are authorized by the California Emergency Services Act and a redefined in the California Labor Code. In the event of a declaration of emergency, any employee of the City may be assigned to perform activities which promote the protection of public health and safety or the preservation of lives and property. Such assignments may require service at locations, times, and under conditions that are significantly different than the normal work assignments and may continue into the recovery phase of the emergency. If a “Local Emergency” is declared during the employee’s shift, employees will be expected to remain at work to respond to the emergency needs of the community. If a “Local Emergency” is declared outside of the employee’s shift, employees must make every effort to contact their direct supervisor or department head to obtain reporting instructions as Disaster Service Workers.